The school library media centers’ primary funding is for the support of the instructional program and is based on school enrollments. Management of these funds is a local school administration decision. The purpose of the media center budget is to enhance student access to materials and align the Library Media Center collection size with state standards.
Media Center Accounts
Library Media Center 02 Account—used by the school library media specialist to purchase instructional resources for the media center to be used by students and teachers. Circulating print and non-print materials, periodicals, and journals for use by students, and online subscription services are examples. The budget for this account is set as a dollar amount per student. This information should be provided to the school library media specialist by mid-May of each school year.
Instructional Materials 03 Account—used to purchase supplies and instructional materials that are consumable. Professional periodicals and professional online services may be ordered by individual departments. Staff members may request that the school library media specialist or the financial assistant/business manager place their orders. The principal allocates funds to the media center based on the school allocation.
Independent Activity Fund Account (IAF)—is created at each school. It may be known by other names. The school library media specialist should check with the school-based financial administrator. For the media center, these funds originate from a variety of sources (e.g., lost school books fines, book fair profits, Parent Teacher Association [PTA] contributions, etc.). The school library media specialist should work with the school-based financial manager to create and manage this account.
What Media Budget Money Will and Will Not Buy:
Will Buy: (See Account Code Reference Sheet)
· Books
· Magazine Subscriptions
· Newspapers
· On-line Subscriptions
· Materials of Instruction
· Videos and other audiovisual items
· Media Center Computer Software subject to the approved
· Library Supplies
Will Not Buy: (See Account Code Reference Sheet)
· Equipment
· Textbooks/Classroom Sets
· Computer Hardware
· Conference Registration
· Camera’s
· AV Bulbs / Digital projector bulbs
· Multimedia headsets
· Furniture
· AV equipment
Organization of Materials
Print Materials
Based on a per capita allotment according to the enrollment of the school. It is suggested that this category be broken down into smaller areas with proposed buying indicated. Audiovisual materials (software)
Each school receives a spending guideline which may be adjusted at the discretion of the principal with input from the library media specialist. Library media personnel must consult faculty members in order to meet their needs. All audiovisual materials must be ordered through the library media center to avoid duplication. Materials of Instruction (consumable items)
Materials requested in this category are ordered by need with written justification for all monies requested. Bulbs and laminating film are major items in this category.
Media Center Allocation Timeline and Purchasing Information
Beginning July 1 of each year, your new budget is available for Purchase Orders. The number of students in your school determines your budget amount based on a per pupil allotment (this will be subject to change periodically).
Per pupil allotments are as follows: $14.42 per pupil in ES -- $14.90 per pupil in MS -- $15.52 per pupil in HS
In August, media specialists receive a list of the budget allocations for their schools. This money is to be used to purchase instructional materials, library media supplies, and other items for use in the media center. It is recommended that this money NOT be used to purchase equipment, especially equipment which will not be used in the media center area. Schools usually have an “equipment budget” that they can use to purchase data projectors, document camera, and headsets, etc. for school-wide use.
By the end of November, 80% of your budget should be encumbered.
In the spring of each school year, you’ll receive a packet from the Department of Media Services outlining the procurement process for periodicals. Periodical subscriptions will be charged against the school media center’s budget for the following fiscal year.
Also in the spring, specialists are queried and a database committee helps to decide which online databases the district will subscribe to, enabling the county to obtain a competitive price. The Supervisor of Media Services' office pays for some of these subscriptions, depending on available budget. Others can be purchased with school-based funds.
It is essential that you keep an accurate record of how much money is spent out of your budget. A sample is provided below. If someone other than you enters a purchase order for you, ask him or her to print you a hard copy of the purchase order so that you can keep your records updated.
Purchasing Card**
Approved purchasing cards (American Express) are available from the principal and business manager. Separate cards are issued for each account (02, 03, IAF). To obtain a purchasing card, the school library media specialist must attend a mandatory training session, read the User Guide, and complete the County Purchasing Card Agreement. The Purchasing Card User Guide provides more information. The following forms provide additional information:
• Purchasing Card: Approval Official Acknowledgement, County Form 234-22
• Card Member Transaction Log, County Form 234-21
• Purchasing Card File Maintenance Work Sheet, County Form 234-20
Sources: Created by Kelley Fujii, based on Charles, Dorchester, Frederick, and Montgomery County library policies.
Budgeting
Media Center Budget
The school library media centers’ primary funding is for the support of the instructional program and is based on school enrollments. Management of these funds is a local school administration decision. The purpose of the media center budget is to enhance student access to materials and align the Library Media Center collection size with state standards.Media Center Accounts
Library Media Center 02 Account—used by the school library media specialist to purchase instructional resources for the media center to be used by students and teachers. Circulating print and non-print materials, periodicals, and journals for use by students, and online subscription services are examples. The budget for this account is set as a dollar amount per student. This information should be provided to the school library media specialist by mid-May of each school year.Instructional Materials 03 Account—used to purchase supplies and instructional materials that are consumable. Professional periodicals and professional online services may be ordered by individual departments. Staff members may request that the school library media specialist or the financial assistant/business manager place their orders. The principal allocates funds to the media center based on the school allocation.
Independent Activity Fund Account (IAF)—is created at each school. It may be known by other names. The school library media specialist should check with the school-based financial administrator. For the media center, these funds originate from a variety of sources (e.g., lost school books fines, book fair profits, Parent Teacher Association [PTA] contributions, etc.). The school library media specialist should work with the school-based financial manager to create and manage this account.
What Media Budget Money Will and Will Not Buy:
Will Buy: (See Account Code Reference Sheet)
· Books
· Magazine Subscriptions
· Newspapers
· On-line Subscriptions
· Materials of Instruction
· Videos and other audiovisual items
· Media Center Computer Software subject to the approved
· Library Supplies
Will Not Buy: (See Account Code Reference Sheet)
· Equipment
· Textbooks/Classroom Sets
· Computer Hardware
· Conference Registration
· Camera’s
· AV Bulbs / Digital projector bulbs
· Multimedia headsets
· Furniture
· AV equipment
Organization of Materials
Print MaterialsBased on a per capita allotment according to the enrollment of the school. It is suggested that this category be broken down into smaller areas with proposed buying indicated.
Audiovisual materials (software)
Each school receives a spending guideline which may be adjusted at the discretion of the principal with input from the library media specialist. Library media personnel must consult faculty members in order to meet their needs. All audiovisual materials must be ordered through the library media center to avoid duplication.
Materials of Instruction (consumable items)
Materials requested in this category are ordered by need with written justification for all monies requested. Bulbs and laminating film are major items in this category.
Media Center Allocation Timeline and Purchasing Information
Beginning July 1 of each year, your new budget is available for Purchase Orders. The number of students in your school determines your budget amount based on a per pupil allotment (this will be subject to change periodically).Per pupil allotments are as follows: $14.42 per pupil in ES -- $14.90 per pupil in MS -- $15.52 per pupil in HS
In August, media specialists receive a list of the budget allocations for their schools. This money is to be used to purchase instructional materials, library media supplies, and other items for use in the media center. It is recommended that this money NOT be used to purchase equipment, especially equipment which will not be used in the media center area. Schools usually have an “equipment budget” that they can use to purchase data projectors, document camera, and headsets, etc. for school-wide use.
In the spring of each school year, you’ll receive a packet from the Department of Media Services outlining the procurement process for periodicals. Periodical subscriptions will be charged against the school media center’s budget for the following fiscal year.
Also in the spring, specialists are queried and a database committee helps to decide which online databases the district will subscribe to, enabling the county to obtain a competitive price. The Supervisor of Media Services' office pays for some of these subscriptions, depending on available budget. Others can be purchased with school-based funds.
It is essential that you keep an accurate record of how much money is spent out of your budget. A sample is provided below. If someone other than you enters a purchase order for you, ask him or her to print you a hard copy of the purchase order so that you can keep your records updated.
Purchasing Card**
Approved purchasing cards (American Express) are available from the principal and business manager. Separate cards are issued for each account (02, 03, IAF). To obtain a purchasing card, the school library media specialist must attend a mandatory training session, read the User Guide, and complete the County Purchasing Card Agreement. The Purchasing Card User Guide provides more information. The following forms provide additional information:• Purchasing Card: Approval Official Acknowledgement, County Form 234-22
• Card Member Transaction Log, County Form 234-21
• Purchasing Card File Maintenance Work Sheet, County Form 234-20
Sources:
Created by Kelley Fujii, based on Charles, Dorchester, Frederick, and Montgomery County library policies.